Boards

Discover how Flexito's OmniAI Platform can revolutionise your workflow with its versatile Board feature, perfect for managing sales pipelines, customer support, and project tasks. Seamlessly organise your processes, automate actions, and enhance communication—all within a single platform.

Boards are tools similar to Trello or Simple CRM that you can manage within the Flexito OmniAI Platform.

Essentially, this feature allows you to manage a group of users as they progress through various stages of a funnel system.

Here are some practical applications for using Boards:

1. Sales Pipeline

2. Customer Support

3. Task Management

4. Project Management

Let's consider an example:

We'll walk through the process of creating a "Board" for managing a Sales Pipeline.

In a Sales Pipeline, you would organise business leads into the following stages:

1. New Lead

2. Contacted

3. Demo Scheduled

4. Proposal Sent

5. Closed Won

Creating a Board

In the Flow Builder menu on the left side, locate the "Boards" feature just below "Bot Users," roughly in the middle of the page.

Click on the Boards feature, and you'll see a button labeled "Create First Board."

Click this button to start creating your first Board.

Add New Board - Popup Window

Enter a name for your Board under 'Name.' For example, "Sales Pipeline."

Click "Add Column" to create the first column and name it "New Lead."

Next, add the remaining four columns needed for the Board, representing the different stages in the Sales Pipeline.

Adding the other four columns to the Board:

• Contacted

• Demo Scheduled

• Proposal Sent

• Closed Won

After adding all four columns, click the Save button.

Once saved, your new Board is created with all five columns included.

On the Board page, you can create a new column by clicking the "New Column" button at the top right.

Name the additional column and click Save. The new column will now appear on the Board.

You can rearrange the columns by dragging them left or right to position them as needed.

Each column has a menu accessed by three dots in the top right. Click to delete, rename, or save changes to the column.

Confirming delete will remove the column.

Here, you can see the fifth column, "Closed Lost," has been deleted.

Using Boards Let's explore how to utilise the Boards section effectively.

Visual Flow Builder

We will demonstrate the Visual Flow Builder.

In the Flow Builder, guide users through a segmentation process, ending with an action block that includes the Board function.

Create the Action Block and add the Board function to test its capabilities.

In the Action Block, navigate to Advanced Actions, then select the Move to Board function.

Next, click Edit Action in the Board function.

Select the topic to position the user at the end of a process.

For a first-time user, select the "New Lead" topic.

You can add a note to the action using the options in the drop-down menu:

1. No Change

2. Update Note

3. Clear Note

Select "Update Note" under Note Action and "Info" under Note Type.

Since the user is a New Lead, the note could be: "{{First Name}} is our new Sales Lead."

Save the note details in the Board.

Preview the Action Block with the Board function on the pop-up web page.

No visible action occurs on the web page as we're only testing the Action Block.

Close the testing web page, open the Board, refresh the page, and see the result:

The guest user is added under the New Leads column, with a note: "Guest is our New Sales Lead."

Click on the guest user to directly communicate with them within the Flexito OmniAI Platform.

You can manually move users through the stages by dragging them left or right.

Automation allows users to move through stages automatically based on their actions.

Manually, we've moved the guest user from New Lead to Demo Scheduled.

For automation, if a product demo is scheduled with the guest user via Calendly, you can trigger an action with the Board function to update the Board:

1. Topic or Stage - Sales Pipeline / Demo_Scheduled is selected.

2. Note Action: Update Note

3. Note Type: Info

4. Topic: Calendly booking is scheduled for Product demo with {{First Name}}

This sets Board parameters when a Calendly appointment is scheduled.

Live Chat Another way to change Board parameters is through Live Chat. Select the user, and find the Board function at the bottom of the right-hand list.

Click the pencil icon to adjust parameters after chatting with the user.

Click the pencil icon to adjust parameters after chatting with the user.

Here's an example:

After making changes in Live Chat, you'll see the updates reflected on the Board page.

Bot users overview Another method to access the Board feature is through Bot Users.

Here's how to access the Board feature from Bot Users. Click on Bot Users, then select the user for whom you want to access the Board feature.

Click the Boards pencil icon to access the Boards feature for the selected Bot User.

Within Bot Users, you can segment users and move them to the Boards function.

Here's how to do it.

On the Bot Users page, click the filter at the top left and add a condition for the users.

For example, users tagged as FB_leads should be moved to Boards.

On the Bot Users page, you'll see users with the FB_lead tag.

Select the Bot Users by checking the box next to their names.

Click the Bulk Action button at the top right.

A list of actions will appear, with "Move to Board" at the bottom.

Move the selected Bot Users to the desired activity in the Board.

The Board feature is essentially used to create a small CRM system within the Flexito OmniAI platform.

This eliminates the need to transfer data to a CRM system like Hubspot. You can create your own sales pipeline or a new Board for appointment systems.

Limitations of Boards Feature:

Each workspace can have only one Board, and each Board can contain up to 20 columns.